Archving NOT Creating Folders for E-Mails 1

[horna]

After archiving a user's information, I noticed that certain folders are not getting created in the archive database. I tested this several times, and comfirmed it. The e-mails are getting dumped into the All Documents Folders, so they are not deleted or lost, just not in their original folder.
Is there is limit on the number of folders allowed in a Notes database? Maybe that is why the archive database quit creating new folders? Sounds kind of strange, but you never know.
Thank you for any assistance in this matter.

 

[horna]

One thing I noticed was that this particular user's folders were at all different levels of Notes. R6, R5, and yes, even some other look, which I am assuming is R4. There is a process you can run to get all of the folders up to R6. You select Actions, and Update Folder Design. After doing that, it appears that archiving works, but I will certainly keep a very close eye on the archiving proces for that user.

 

[scott4381]

horna - Are you selecting "All Documents" when you choose the archive settings? I have noticed within my own company that when archiving "All Documents" it will dump all the emails in the "All Documents" view.

 

[horna]

Thanks for the response.
In the Archive Document Selection Dialog Box, I do not choose anything in the large window. I leave the "In these views or folders" unchecked.
The top small window has "not modified" in it, and the only other area I fill in is the number of days.
Is that the area you are talking about.

 

[horna]

I archived a user recently. She had information in 5 folders that archived. Three folders archived correctly, BUT, the other 2 folders's data DID NOT copy to their respected folders in the archive database, and ended up in the All Documents Folders. I had to manually put a copy in the correct folders.
Why would some e-mails copy folder to folder with no problem, while others copy folder to All Documents???

 

[horna]

After archiving is complete, is there anyway to figure out from what folders the e-mails, that were incorrectly moved to the All Documents, go?
Thanks very much for your help. This problem has slowed down my archiving project, and any help you can give would be greatly appreciated.

 

[NortonES2]

What version are you running? I understand that 6.5.4 fixes this issue.

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If it doesn't leak oil it must be empty!!

 

[horna]

Thanks for your response.

I just got off the phone with IBM this morning. They said that the archiving is not fixed until version 7. They did mention it was suppose to be fixed in 6.5.4, but many users reported back that they still had problems after upgrading.
IBM gave me a Lotus Script to fix the problem, but I will have to learn Lotus Script before attempting it. IBM did mention a manual fix of saving each folder again in Design mode, but if they have hundreds of folders, that will take too long.
Here is IBM's script:

------IBM explanation starts here--------
try this in a button, user should click this in his server copy and then archive a single document. The other workaround is to go under designer and re-save the folder, but this takes too long if they have too many. Let me know how it worked out..

Sub Initialize
Dim s As New notessession
Dim db As notesdatabase
Dim folder As notesview
Dim doc As notesdocument
Dim unid As String
Dim ignore_list List As Integer

ignore_list("($Inbox)") = 1
ignore_list("(Rules)") = 1
ignore_list("(Group Calendars)") = 1
ignore_list("($Trash)") = 1
ignore_list("($Alarms)") = 1

Set db=s.currentdatabase
Forall v In db.views
If v.IsFolder Then
If (IsElement(ignore_list(v.name)) = False) Then
'Optional: Un-Comment out the next line to check modDate while running
'Messagebox "View: " + v.Name + " LastMod: "+ Cstr(v.LastModified)
'Get a handle on folder as a NotesDocument using UNID
unid = v.universalID
Set doc = db.getdocumentbyUNID( unid )
doc.test=""
Call doc.save( False, False )
'Optional: Un-Comment out the next line to check modDate while running
'Messagebox "View: " + v.Name + " LastMod: "+ Cstr(v.LastModified)
End If
End If
End Forall
End Sub

Again, I have not tried this yet, so I have no idea if it works.

 

[Troodos]

Another small thing to be aware of: any PRIVATE folders create add'l challenges in these items. We normally have no known folder issues in Archives except those who are flagged private, then it has to be done manually by the user to 'see' these folders...

PRIVATE folders are not seen by servers, and will not create those folders, even if they exists...